email best practices presentation

Email Best Practices

• Understand our e-mail policy

Session Objectives

• Manage e-mail volume and storage effectively

“I apologize for the length of this letter. If I had time, I would have written a shorter one.” Mark Twain

Session Objectives

• Organizational Tips

Session Objectives

• Business use only

Session Objective: Email Policy

Email Policy:Business Use Only

Email Policy:Business Use Only

• Expectation of privacy

Session Objective: Email Policy

Email Policy:Expectation of Privacy

Email Policy:Expectation of Privacy

• Offensive correspondence

Session Objective: Email Policy

Email Policy:Offensive Correspondence

Email Policy:Offensive Correspondence

Email Policy:Offensive Correspondence

• Confidential information

Session Objective: Email Policy

Email Policy:Confidential Information

Email Policy:Confidential Information

Email Policy:Confidential Information

• Promotes and reinforces our brand• Should be consistent

Email Signature Blocks

Call Center

Security First Managers

Security First Insurance

• Delete, rather than store, when possible

Managing Email Volume:Email Storage

Your friend!!

• Clear your in-box regularly• Transfer files you must keep

into folders

Session Objective:Managing Email Volume

Creating Folders

• Periodically review your storage folders

Managing Email Volume:Email Storage

Your friend!!

Reply All• Do not use

reply all when:

• Only the sender needs to know the reply

Managing Email Volume: Reply All

Reply All• Do not use

reply all when:

• Your message is “Thanks” or “Me, too”

Managing Email Volume:Reply All

Managing Email Volume: Blind Copy

Use written communication to:• Convey specific details (facts

and figures)• Send a uniform message to

many people• Retain a record of a

communication

Managing Email Volume: Email or Phone?

Use spoken communication to:• Exchange information• Solve problems• Deal with questions or give

clarifications

Managing Email Volume: Email or Phone?

Organizational Tips: Creating Email Rules

Creating Email Rules

Creating Email Rules

Creating Email Rules

Creating Email Rules

Creating Email Rules

Creating Email Rules

Creating Email Rules

Creating Email Rules

Organizational Tips: Creating Email Categories

Creating Email Categories

Creating Email Categories

Creating Email Categories

Creating Email Categories

Creating Email Categories

Organizational Tips: Flag Emails for Follow Up

Organizational Tips: Flag Emails for Follow Up

Organizational Tips: Flag Emails for Follow Up

Organizational Tips: Flag Emails for Follow Up

Managing Email Volume: Creating External Hyperlinks

Creating External Hyperlinks

Creating External Hyperlinks

Creating External Hyperlinks

Creating External Hyperlinks

Managing Email Volume: Creating Internal Hyperlinks

Creating Internal Hyperlinks - Documents

Creating Internal Hyperlinks - Documents

Creating Internal Hyperlinks

Creating Internal Hyperlinks - Documents

Creating Internal Hyperlinks - Directory

Creating Internal Hyperlinks- Directory

Creating Internal Hyperlinks- Directory

Creating Internal Hyperlinks - Directory

Creating Internal Hyperlinks - Directory

You Make the ChoiceWhich communication channel is better to use when you want to resolve a problem?

a. E-mailb. Phone

You Make the ChoiceWhere should you store your e-mail?

a. Your in-boxb. Storage folders

You Make the ChoiceFor which of these can you use your company email account?

a. Business onlyb. Business and personal

E-mail is an essential business communication toolUse email tips and shortcuts to be more productive and effectiveMake sure to follow the organization’s e-mail policyYour signature block is an electronic business card that represents our company’s brand

Key Points to Remember